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Allow someone else access to your email and calendar

Outlook

Giving another person access to your email and calendar can be a useful feature, and is a very common practice in any circumstance where it is appropriate for someone else to manage your personal mailbox (for example, a Personal Assistant). There are a few things you should note before doing this:

  1. Be sure that you only give access to your mailbox to a trusted user.
  2. Permissions can be set for different features, so you can choose what tasks the other user can perform
  3. DO NOT provide your login credentials to achieve this, as it becomes a breach of security.

Grant Delegate Access

The ability to allow another user to manage your mailbox is called “Delegate” access, as you are delegating permissions to another user.

To achieve this, please follow these steps in Outlook:

  1. Click the File tab.
  2. Click Account Settings, and then click Delegate Access.
  3. Click Add.If Add doesn’t appear, an active connection might not exist between Outlook and Exchange. The Outlook status bar displays the connection status.
  4. Type the name of the person whom you want to designate as your delegate, or search for and then click the name in the search results list.Note: The delegate must be a person in your organization’s Exchange Global Address List (GAL).
  5. Click Add, and then click OK.
  6. In the Delegate Permissions dialog box, accept the default permission settings or select custom access levels for Exchange folders.If a delegate needs permission to work only with meeting requests and responses, the default permission settings, such as Delegate receives copies of meeting-related messages sent to me, are sufficient. You can leave the Inbox permission setting at None. Meeting requests and responses will go directly to the delegate’s Inbox.Note: By default, the delegate is granted Editor (can read, create, and modify items) permission to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
  7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box.
  8. If you want, select the Delegate can see my private items check box.Important: This setting affects all Exchange folders. This includes all Mail, Contacts, Calendar, Tasks, Notes, and Journal folders. There is no way to grant access to private items in only specified folders.
  9. Click OK.Notes: 
    • Messages sent with Send on Behalf permissions include both the delegate’s and your names next to From. When a message is sent with Send As permissions, only the your name appears.
    • Once you add someone as a delegate, they can add your Exchange mailbox to their Outlook profile. For instructions, see Manage another person’s mail and calendar items.

For further information, please refer to the Microsoft Article: Allow someone else to manage your mail and calendar